Setting up an email trigger based on conditions and contact lists? | XM Community
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Setting up an email trigger based on conditions and contact lists?

  • February 16, 2023
  • 2 replies
  • 310 views
Chanda_IUK
Level 2 ●●
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Is it possible to use information in a contact list to set up conditions for an email trigger?
Student teachers in our education program are evaluated by host teachers in the schools. These host teachers complete an evaluation designed in Qualtrics.
We would like to set up a trigger that will send a notification with responses to the student's university faculty supervisor and the student. The condition would be based on the student name entered in the form by the external respondent (the host teacher).
The number of students is the issue. It isn't practical to set up a condition for each individual student or each supervising faculty. This could be more than a hundred. It could be done, but that is too time consuming and not really sensible.
I was wondering if there is a way to upload a contact list of all the students/emails and faculty/emails and use that somehow in setting up the email trigger.
I'm not sure if I'm explaining this correctly. We are hoping to automate this process somehow by having a list of the students and faculty connected to the workflow. Can you automate if/then scenarios at all?
Forgive my wordy summary. I know what we need it to do, but it's hard to explain.

2 replies

ThomasW_IronMountain
Level 5 ●●●●●
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Chanda_IUK ,
I think what you are trying to do is possible, but not perhaps easy.
I have seen it done where a piece of embedded data can be created based on the student name. Then a workflow can be set up using that piece of embedded data to send an email to that recipient, as well as other recipients. It might also involve an automation. If you'd like to brainstorm this, let me know. Perhaps some more information from you about the information you have at your disposal will create a solution. Here is the link to the "Email Task" if that is helpful: https://www.qualtrics.com/support/survey-platform/actions-module/email-task/
In worst case scenario, you could have all the evaluations sent to one person and that person could then disseminate via email as appropriate. Not automated, more time consuming but still works.
Does your contract involve access to a Qualtrics resource to help with projects like this? The Qualtrics experts might be the fastest way to a solution for a custom build like this.

Thomas Whitaker - Iron Mountain
MeganZich
Level 5 ●●●●●
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  • MeganZich
  • Level 5 ●●●●●
  • April 18, 2023

This may not help your scenario depending on how readily available the student’s information is to the host teacher, but what we have done in these situations is have one of the survey questions be to enter their email address that we want the report sent to.  Then in the workflow, just use the piped in answer to route to that email address.  You have one workflow that works for all responses.

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